Team (Basic): Access & Assignees

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Managing tons of tasks among many team members can quickly get confusing. Assigning clients, tasks, jobs and invoices to specific team members helps firm owners and admin stay in the know about who is doing what—and who to go to when questions come up. Learn all about making team members assignees.

Covered here:

Giving Account Access

Team members are limited on TaxDome until they’re actually assigned to an account. Once they are, they can view and edit client information, upload documents, create invoices, send messages, create notes, view linked contacts—and more. For more details, go here.

Only a firm owner or admin can give team members access to accounts. There are various ways:

  • Give team members default access (that is, access to all accounts).
  • Assign team members to specific accounts.
  • Assign team members while creating or importing accounts.
  • Bulk-assign team members to existing accounts.
  • Use pipeline automations to give team members temporary access to accounts.

For more, go here.

Following Accounts

When team members follow an account, they receive notifications about the account’s activity (whether they’re assigned to the account or not). For more details, go here.

Giving Pipeline Access

Team members are given access to pipelines in the Edit pipeline window’s Available to section (below) rather than assigned to them.

The following happens when a team member is added to the Edit pipeline window’s Available to field:

  • They see the pipeline in their Workflow section.
  • They can add, edit and move jobs from stage to stage for their assigned accounts.
  • They have access to the Workflow section, where they can see and access all pipelines and jobs for their assigned accounts.
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Note: If a team member has access to an account but not to the pipeline containing a job for that account, they won’t be able to see the pipeline or work on any of its jobs. The firm owner or an admin will need to add them to the Edit pipeline window’s Available to field in order for them to access the pipeline.

Selecting Job Assignees

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Team members can also be assigned to jobs directly inside a job template in the Assignees field (below).

You can even choose whether you want to see the assignee on the job card. To learn more about customizing job cards, go here.

Filter your jobs list by assignee using the Job Assignee filter. From the Jobs page, track all jobs; from the Pipelines page, track the jobs in the pipeline.

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Note: Remember, jobs go into pipelines. Team members assigned to jobs need to have access to their pipelines.

Selecting Task Assignees

Assign as many team members to one task as needed inside the Task window’s Assignees field (below).

If a task is linked to a job, the assignee can be easily changed inside the job at any time. Go here for the details.

Toggle on Assign task to job assignee inside the Create Task automation in the pipeline settings so that the job and task assignee are the same person.

Team members can see their tasks on one page in their  Workflow section inside the Tasks tab. They don’t need access to the accounts or pipelines the tasks are for to view and edit them.

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Tip: The Update Account Access pipeline automation allows you to create tasks for specific team members, giving them temporary access to accounts. For example, a stage in a pipeline might include a Review documents task for a specific team member. To learn more, go here.

Selecting Invoice Assignees

The team member assigned to an invoice gets credit for having performed the services it includes. By default, the person who creates the invoice is assigned to it. For more details, go here

A firm owner, admin, or team member with Manage invoices and Assign teammates access can change the assignee.

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